Microsoft Office PowerPoint Training

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Microsoft Office PowerPoint Training
A. Appel, using an edited version of a template
that originally appeared on Microsofts
PowerPoint homepage, presents

• Creating your first presentation!

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Course contents

• Overview Presentation basics
• Lesson 1 Slides, text, and notes
• Lesson 2 Design and layout
• Lesson 3 Proof, print, prep for the show

Each lesson includes a list of suggested tasks
and a set of test questions.
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Course goals

• Put text and pictures on slides.
• Navigate in the PowerPoint window.
• Apply a design template.
• Arrange slide content by using layouts.
• Print handouts and notes.
• Prepare to give the show.

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Lesson 1

• Slides, text, and notes

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Slides, text, and notes

• There it sits in the middle of the PowerPoint
  window a big, blank slide. "Click to add title,"
  says the text on the screen. It sounds easy, but
  you've never done this before, and the blank
  canvas is daunting.
• Yet you have to start somewhere.

A blank slide can be daunting don't let it be.
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Work in the slide area

• The window that first opens in PowerPoint has a
  big working space in the middle, with smaller
  areas around it.
• That middle space is the slide area, officially
  called the slide pane.

The working areas of a PowerPoint window
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Work in the slide area
Working in this space, you type text directly
onto the slide. The area where you type is a box
with a dashed border called a placeholder. All
text that you type onto a slide resides in a box
like this.
The working areas of a PowerPoint window
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Work in the slide area

• See the image at left.

• The slide pane.
• On the left is a thumbnail version of the slide
  you're working on. This area is the Slides tab.
• The notes pane. Type notes that you'll use when
  presenting.

The working areas of a PowerPoint window
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Add new slides

• When PowerPoint opens, there's only one slide in
  the show. It's up to you to add the rest. Add
  them as you go or add several at a time,
  whichever you prefer.

Use the shortcut menu to insert a new slide.
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Add new slides

• There are multiple ways to insert a new slide.
  See the image at left.

Use the Slides tab, the area on the left that
contains the slide thumbnail, to add new slides.

• Right-click the thumbnail that you want the new
  slide to follow.
• Click New Slide on the shortcut menu.

Use the shortcut menu to insert a new slide.
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Type text

• The image at left shows text typed within a body
  text (as opposed to a title) placeholder.

• The body text placeholder is usually positioned
  below a title.
• Its default formatting is a bulleted list. At the
  end of a paragraph, press ENTER, and then press
  TAB to get to the next level of indent.

Text in placeholders
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Type text

• If you don't want a bulleted list, select the
  placeholder by clicking its border. Then, click
  the Bullets button .

• Another button on the Formatting toolbar handy
  for positioning text is the Center button.

Text in placeholders
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Type text

• The indent buttons, such as Decrease Indent ,
  help you position text at the right level of
  indent.

• Automatic text fit. If you type more text than
  fits in the placeholder, PowerPoint reduces the
  text size to fit it all in.

Text in placeholders
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Navigate among slides

• Once you have several slides in the show, you'll
  need to move among them as you add content. The
  picture shows two ways to do that.

• Click the slide thumbnail on the Slides tab
• to display that slide, or
• Click the Previous Slide or Next Slide button.

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Create notes for the show

• As you put text on your slides, type your speaker
  notes (if you want any) in the notes pane,
  located below the slide.
• As the picture shows, you can enlarge the notes
  pane so that it's easier to work in. Your notes
  are saved in a notes page, which you can print
  before the show.

Notes pane and notes page
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Create notes for the show

• The process of writing notes

• Notes pane in Normal view.
• Drag the split bar up to enlarge the notes pane,
  and then type your note text.
• The notes page layout as seen in Notes Page view
  or when the notes are printed.

Notes pane and notes page
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Suggestions for practice

• Look at the areas of the PowerPoint window.
• Type title text.
• Add new slides.
• Navigate and add more text.
• Use text indents and formatting.
• See how AutoFit works.
• Type and view notes.

Online practice (requires PowerPoint 2003)
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Test 1, question 1

• In the PowerPoint window, what's the main area
  for adding slide content? (Pick one answer.)

• The Slides tab, located on the left of the
  window.
• The notes pane.
• The slide pane, located in the middle of the
  window.

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Test 1, question 1 Answer

• The slide pane, located in the middle of the
  window.

Work from the slide pane to add text, pictures,
shapes, media files, or other content to your
slides.
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Test 1, question 2

• You're typing text within a body text placeholder
  and suddenly you see this little button .
  What is it and what's it for? (Pick one answer.)

• The AutoLayout button. It means that PowerPoint
  has adapted the slide layout to fit new elements
  onto it.
• The AutoFit Options button. It means that text is
  being reduced to fit inside the placeholder.
• The AutoCorrect Options button. You use it to
  undo an automatic spelling correction that
  PowerPoint has made.

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Test 1, question 2 Answer

• The AutoFit Options button. It means that text is
  being reduced to fit inside the placeholder.

You can use its menu to split the text across two
slides, stop the autofitting, continue on a new
slide, or change to a two-column layout. You can
turn off the feature if you want.
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Test 1, question 3

• The notes pane at the bottom of the PowerPoint
  window is the only place you can type and work
  with notes. (Pick one answer.)

• True It's a small window, but you can enlarge it
  when you work in it for greater ease.
• False.

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Test 1, question 3 Answer

• False.

To get a larger space for typing notes and to see
exactly how your notes page looks, on the View
menu, click Notes Page.
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Lesson 2

• Design and layout

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Design and layout

• When you've nailed down the text for your slide
  show, lift the presentation out of its
  black-and-white doldrums by applying a design
  template.
• A template provides color, style, and decorative
  accents.

A slide with design, layout, and art
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Design and layout

• Also, your slide won't always contain only text,
  and you'll need a way to arrange all that you put
  onto itthis is where slide layouts come in.

A slide with design, layout, and art
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Pick a design

• The design template determines the look and
  colors of the slides, including

• The slide background.
• Bullet and font styles.
• Font color and size.
• Placeholder position.
• Varied design accents.

Applying a design template
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Pick a design

• Applying a design template

• Select a slide thumbnail on the Slides tab.
• In the Slide Design task pane, click a template
  thumbnail to apply the template to all slides.

Applying a design template
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Pick a layout

• As you create slides, you'll confront the issue
  of where to place the things you want on them.
• PowerPoint tries to help you here by displaying
  slide layouts to choose from each time you add a
  slide.
• When applied, the layout arranges content to fit
  into a specific combination of placeholders.

Applying a layout
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Pick a layout

• To apply a layout

• Select a slide thumbnail.
• In the Slide Layout task pane, click a layout
  thumbnail to apply its layout to the selected
  slide.

Applying a layout
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Work within the layout

• Whenever you type within a placeholder, you're
  working within the layout because
  placeholderswhat type of content they're for and
  how they're arrangedmake up the layout.

Title, text, and content layout examples
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Work within the layout

• The image shows the effect of applying a layout
  that has a text placeholder on the left and a
  content placeholder on the right. Each has
  built-in properties that support the specific
  type of content.

• Title placeholder
• Text placeholder
• Content placeholder

Title, text, and content layout examples
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Work within the layout

• A content placeholder has its own built-in
  behavior.

• It positions a picture or other graphical element
  in that space.
• It provides icons that you can click to insert
  pictures, charts, or tables.
• It automatically repositions content in some
  cases when you introduce a new element onto the
  slide.

Title, text, and content layout examples
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Insert by using the layout icon

• Icons are one method for inserting content. The
  picture illustrates how you'd use one of the
  icons in the layout to insert a piece of clip
  art.

• Click the Insert Clip Art icon within the
  placeholder, and then type a keyword in the
  Search text box to search for a clip.
• Click a clip within the Select Picture dialog
  box, and click OK.

Inserting clip art using a layout icon
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Insert by using the menu

• Another way to insert an item like a picture or a
  chart is through the Insert menu.

As long as you have the placeholder selected
before you insert, the item will be placed in the
correct area of the layout. It will also benefit
from the automatic-layout behavior built into the
placeholder.
Inserting content via the Insert menu
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Insert by using the menu

• Use the Insert menu to insert content onto the
  slide

• Select the content placeholder before you insert
  from the menu.
• Choose the type of item you want from the Insert
  menu, with its wide range of options.

Inserting content via the Insert menu
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Copy other slides into the show

• You may need to use slides from an existing
  presentation in your show. That's no problem.
  Just remember that those slides are probably
  using a different design template than the one
  that's in your presentation.

The Slide Finder dialog box
PowerPoint will adapt the inserted slides to the
current designor not, if you tell it not to.
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Copy other slides into the show

• There are two methods. The first

• In the Slide Finder dialog box, browse to the
  presentation with the slides you want to use.
• Select the slides you want.

The Slide Finder dialog box
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Copy other slides into the show

• There are two methods. The first

• To retain slide formatting, make sure that the
  Keep source formatting check box is selected.
• Click Insert for selected slides.

The Slide Finder dialog box
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Copy other slides into the show

• Orthe second method

• Copy and paste the slides.
• Use the commands on the Paste Options button
  to get the design you want.

The Slide Finder dialog box
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Suggestions for practice

• Pick a design template.
• Change the layout and add art.
• Insert art by using the Insert menu.

Online practice (requires PowerPoint 2003)
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Test 2, question 1

• To apply a design template to all your slides,
  you need to select all the slide thumbnails on
  the Slides tab before you apply the template.
  (Pick one answer.)

• True.
• False.

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Test 2, question 1 Answer

• False.

You only need to select one slide thumbnail on
the Slides tab when you click a template
thumbnail, the design template is applied to all
your slides.
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Test 2, question 2

• Keep in mind the recent practice session for this
  question You've applied a layout that has
  placeholders for a title and two bulleted lists.
  Then you decide you want a table on the left side
  of the slide instead of a bulleted list. What
  layout should you apply instead? (Pick one
  answer.)

• The Blank layout.
• The Title, Text, and Content layout.
• The Title, Content, and Text layout.

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Test 2, question 2 Answer

• The Title, Content, and Text layout.

The content placeholder would be on the left, and
you could insert a table into that space.
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Test 2, question 3

• You've put a layout on your slide that contains a
  placeholder for a picture. You'd rather use the
  Clip Art task pane to insert the art than the
  options you get when you click the Insert Clip
  Art icon in the placeholder. What do you do?
  (Pick one answer.)

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Test 2, question 3

• Apply a blank layout instead, and then use the
  Insert menu (point to Picture, and then click
  Clip Art) to open the Clip Art task pane, and
  insert the picture.

• Select the placeholder on the slide, and then
  press DELETE. Then use the Insert menu (point to
  Picture, and then click Clip Art) to open the
  Clip Art task pane, and insert the picture.
• Make sure the picture placeholder is selected,
  and then use the Insert menu (point to Picture,
  and then click Clip Art) to open the Clip Art
  task pane, and insert the picture.

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Test 2, question 3 Answer

• Make sure the picture placeholder is selected,
  and then use the Insert menu (point to Picture,
  and then click Clip Art) to open the Clip Art
  task pane, and insert the picture.

Although you aren't using the Insert Clip Art
icon in the layout, you can still use the
placeholder and benefit from it. Just make sure
that it's selected before you insert the picture.
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Lesson 3

• Proof, print, prep for the show

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Proof, print, prep for the show

• You've finished creating your slides. What are
  the next steps?
• Start with previewing the show on your computer.
  Run a spelling check.
• Then use Print Preview to see how your notes and
  handouts will look, and select the right printing
  options for them.

Review your show in Slide Show view.
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Preview on your computer

• As you create a show, preview it at any time in
  Slide Show view.

• To open Slide Show view, select the first slide,
  and then click the Slide Show button.

Opening, viewing, and exiting Slide Show view
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Preview on your computer

• As you create a show, preview it at any time in
  Slide Show view.

• The picture shows Slide Show view, with the Slide
  Show toolbar appearing in the lower left.
• If you don't want to click through all the
  slides, press ESC to return to your last view in
  PowerPoint.

Opening, viewing, and exiting Slide Show view
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Preview on your computer

• To navigate through the show, you have several
  choices

• Click the mouse.
• Press the DOWN ARROW key.
• Click the Next arrow on the Slide Show toolbar
  (see the arrow selected on the computer screen in
  the picture).

Opening, viewing, and exiting Slide Show view
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Check spelling, make printouts

• In Normal view, run a spelling check by clicking
  the Spelling button . Your slides and notes
  are checked.

What are your choices for printed handouts?
Selecting handouts from the print menu
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Check spelling, make printouts

• The picture shows you the options as they appear
  in Print Preview.

• Choose from the types of printouts in the Print
  What box. Your handout can include up to nine
  slides per page. The Handouts (3 slides per page)
  option includes lines for audience notes.
• A preview of the handout that has three slides
  per page.

Selecting handouts from the print menu
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Check spelling, make printouts

• The options that you're concerned with here
  include

• Printing the slides, one to a page.
• Printing a handout, which includes choices
  ranging from one to several slides per page.
• Printing notes.

Selecting handouts from the print menu
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Color options for printing

• In Print Preview, check out the printing choices
  available by clicking the Options button

• Color. This reproduces all the colors of the show
  on your printout.
• Grayscale. You get a modified version of the
  show's colors in blacks, whites, and grays.

Examples of color choices for printouts
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Color options for printing

• In Print Preview, check out the printing choices
  available by clicking the Options button

• Pure Black and White. This is the default.

Examples of color choices for printouts
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Color options for printing

• As shown at left, you can use the Options button
  to print in three different ways.

• To choose a color option for the printout, click
  the Options button, and then point to
  Color/Grayscale.
• The effect of clicking Color.

Examples of color choices for printouts
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Color options for printing

• As shown at left, you can use the Options button
  to print in three different ways.

• The effect of clicking Grayscale.
• The effect of clicking Pure Black and White.

Examples of color choices for printouts
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Package the presentation

• As part of your preparation, package your
  presentation to a folder or burn it to a CD, and
  be sure that you have access to it from the
  presenting computer.
• "Package" refers to the process of copying your
  presentation file and any other files that you
  need.

The Package for CD command is on the File menu.
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Package the presentation

• The Microsoft Office PowerPoint 2003 Package for
  CD feature bundles your presentation file and any
  other files you want available for this
  presentation into one folder, which you can then
  copy to a network server or burn to a CD.

The Package for CD command is on the File menu.
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Package the presentation

• To package and then copy to a CD from PowerPoint,
  you must have Microsoft Windows XP or later and a
  CD burner.

If you have Microsoft Windows 2000, you can still
use this feature to package the presentation
files to a folder, and then use a third-party
program to burn the folder to a CD.
The Package for CD command is on the File menu.
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You're about to present

• A must before you present Go to the room where
  you'll be presenting, make sure that you can
  access your presentation from the computer you're
  using, and run through the slide show.

Run through the show before your presentation.
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You're about to present

• Take your printed notes with you so that you can
  practice referring to them while you clicking
  through the show. You might also ask someone else
  to go along, listen, and give feedback.

Run through the show before your presentation.
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Suggestions for practice

• Preview the show on your computer.
• Run a spelling check.
• Prepare to print handouts and notes.
• Package the presentation to a folder.

Online practice (requires PowerPoint 2003)
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Test 3, question 1

• Which key do you press to go into Slide Show view
  and always start on the first slide? (Pick one
  answer.)

• ESC.
• F5.
• F7.

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Test 3, question 1 Answer

• F5.

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Test 3, question 2

• Which handout option do you choose if you want
  the handout to have room for audience notes?
  (Pick one answer.)

• Three slides per page.
• One slide per page.
• Notes pages.

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Test 3, question 2 Answer

• Three slides per page.

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Test 3, question 3

• The Package for CD feature is only available if
  you have a CD burner. (Pick one answer.)

• True. Otherwise, it can't help you.
• False.

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Test 3, question 3 Answer

• False.

You can copy your presentation and any files you
want to go with it to a folder, and then place
the folder where you can access it when you
present.
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Quick Reference Card

• For a summary of the tasks covered in this
  course, view the Quick Reference Card.